SR - AGR-6252 - COMMERCIAL TRANSIT VAN PURCHASEof V AGENDA ITEM
Meeting Date: August 11, 2015
(bUN CP
TO: Honorable Mayor and
Members of the City Council
THROUGH: Rick Otto
Interim City Mana
FROM: Joe DeFrancesco
Public Works D' ector
1. SUBJECT
ReviewedNerified
City Manager
Finance Director
To Be Presented By:
X Cons Calendar
_ City Mgr Rpts
Council Reports
_ Legal Affairs
Boards /Crates
_ Public Hrgs
Admin Reports
Plan /Environ
Award of Bid 145 -58 to supply one commercial transit van from Ford of Orange.
2. SUMMARY
Purchase of one commercial /transit van from Ford of Orange, located in Orange, California. This
vehicle is for the Public Works Department.
13. RECOMMENDED ACTION I
1. Authorize the purchase of one commercial /transit van from Ford of Orange.
2. Authorize the City Manager to surplus the replaced vehicle.
4. FISCAL IMPACT
Funds budgeted and available in the following account:
720.5023.55212.00000 Vehicle Replacement Fund $ 35,068.86
5. STRATEGIC PLAN GOAL(S)
1 a. Provide for a safe community — Provide staffing and resources to deliver services that
ensure public safety.
lb. Provide for a safe community — Provide and maintain infrastructure necessary to ensure
public safety.
ITEM - ,, 1 8/11/15
11 r Printed on Recycled Paper
2a. Be a fiscally healthy community — Expend fiscal resources responsibly.
6. GENERAL PLAN IMPLEMENTATION
Infrastructure Goal 3.0 Ensure adequate maintenance of public rights -of -way to enhance public
safety and improve circulation.
17. DISCUSSION and BACKGROUND
After review of the current vehicle replacement list, it was determined that a bid should be
advertised for the purchase of one commercial /transit van -style vehicle. This vehicle was placed
on the approved vehicle replacement list in the fiscal year (FY) indicated below:
• From FY 14/15: One commercial /transit type van.
Bid No. 145 -58 was advertised and distributed by our Purchasing Department following the
normal procurement process. Bids were opened on July 2, 2015. All City of Orange new - vehicle
dealerships were sent Bid No. 145 -58. Fifteen Bid Packages were sent out by our Purchasing
Department.
The City received two bids for the commercial /transit van on Bid 145 -58. Ford of Orange was the
lowest bidder based on the total price with requested options included. Reynolds Buick submitted
a low base bid but did not submit a bid that met the requested vehicle specifications. The bid they
submitted was for a V -8 engine, however the bid specified a more economical V -6 engine.
Additionally, the Reynolds Buick bid vehicle's dimensions were outside of the specifications.
Based on these items it was determined that the bid submitted by Ford of Orange was the lowest
qualified bid. The City's Purchasing Officer reviewed both bids and is in agreement with this
assessment.
Cost Breakdown:
In addition to the purchase of this vehicle, safety lighting is needed, some of which will be removed
from existing vehicles. Additional funds have been set aside within the budget to meet any standard
outfitting needs.
The vehicle to be replaced with a new unit number is 1277. This vehicle has been identified for
replacement due to its high usage, high mileage, and increased repair costs. It has become difficult
to keep operational and requires additional oversight, attention, and maintenance.
ITEM 2 8/11/15
Bid Results (the below bid prices are shown on a per vehicle basis):
Description Ford of Orange Reynolds Buick
Base Commercial Van $26,039.81 $25,433.67
Requested Options $6,601.73 $7,425.73
Tax $2,427.32 $2,424.67
Grand Total $35,068.86 $35,284.07
18. ATTACHMENTS
Bid No. 145 -58 is available for review in the Purchasing Department
N: \Public Works\ADMIN \WITHAM\AGENDA REPORTS\2015\AUGUST 11 \Bid 145 -58 Purchase Transit Van 2015_DRAFT.docx
ITEM 3 8/11/15
CITY COUNCIL MINUTES AUGUST 11, 2015
3. CONSENT CALENDAR (Continued)
APPROPRIATIONS
3.13 Families and Communities Together (FaCT) grant between the County of Orange,
Friendly Center, City of Orange, Interval House, and Western Youth Services for the
provision of services promoting safe and stable families, differential response, and
family stabilization beginning July 1, 2015, through June 30, 2020. (C2500.K)
ACTION: 1) Accepted into the City's revenue budget a $1,500 grant from the County of
Orange Social Services Agency into revenue account number 100.4011.45290.30075,
General Fund- FY 16 FaCT grant; and 2) Authorized the appropriation of $1,500 into the
following Administration Program expenditure account number 100.4011.53060.30075
(Miscellaneous Supplies).
3.14 Appropriation of Donation from the Orange Public Library Foundation (OPLF) of
$15,300.00. (C2500.I)
ACTION: 1) Accepted into the City's revenue budget a $15,300 donation into revenue
account number 100.2001.48390.19322 (Library Foundation Donations); and 2)
Authorized the appropriation of $15,300 into expenditure account number
100.2004.55131.19322 (Furniture, Machinery, Equip- OPLF).
3.15 CLAIMS (C3200.0)
The following claim(s) have been received and investigated by the City Attorney's Office
and /or the Risk Manager. After a thorough investigation with the involved departments, it
is the recommendation of the City Attorney's Office that the claim(s) be denied.
a. Mike and Jeanine Eagan
b. Celina M. Padilla
ACTION: Denied Claim(s) for damages and referred to City Attorney and Adjuster.
CONTRACTS
3.16 Award of Contract — Bid No. 145 -58; Supply One Commercial Transit Van from Ford
of Orange. (A2100.0 Agr -6251)
ACTION: 1) Authorized the purchase of one commercial /transit van from Ford of Orange,
and 2) Authorized the City Manager to surplus the replaced vehicle.
3.17 Award of Contract — Bid No. 145 -60; Sewer Line Cleaning, Video Inspection, and
Emergency Response Services Project, FY 2015 -16, 2016 -17, and 2017 -18. (A2100.0
Agr -6252)
ACTION: 1) Approved Hoffman Southwest Corp. dba Pro Pipe, Inc. of Mission Viejo to
withdraw bid request; and 2) Accepted the next lowest bid and awarded the contract to
Houston & Harris PCS, Inc., California in the annual amount of $143,376 and authorized
the Mayor and City Clerk to execute the necessary documents on behalf of the City.
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